Administrative Assistant – 835126

Job #: 835126
Salary: $15-18/hr
Industry: Healthcare
Location: Madison, WI, USA
Category: Administrative Positions

Description / Qualifications

This large Madison organization is looking for a temporary administrative assistant to provide support to Directors, Managers, Supervisors, and other employees within one or more departments. The position has a primary responsibility of assisting in the effective operation of the office and coordinating a variety of activities. Additionally, this position assists in scheduling meetings and preparing sensitive and confidential meeting materials. Additionally, the incumbent has access to sensitive personnel information related to staff with performance issues, staff not passing probation, staff on performance improvement plans and hiring/termination decisions.


Job Duties:

These are a list of general responsibilities that this may position may require:

Administrative Support

  • Assist with administrative aspects of departmental processes, procedures, and other functions.
  • Assist in the coordination of activities of supervisors, managers, and other employees during an absence; redirecting communication appropriately.
  • Provide training in systems and processes to other department staff
  • Coordinate multiple departments (plant engineering, electricians, IT, telecommunications etc) required for applicable projects.
  • Ensure departmental compliance with applicable policy requirements.
  • Establish schedules for anticipated events and routines.
  • Develop organization tools and time lines to efficiently accomplish projects.
  • Recommend process improvements where applicabl
  • Coordinate the production of newsletters, patient education materials, or marketing tools.
  • Compose and prepare correspondenc
  • Coordinate and purchase supplies, materials, services, or equipmen
  • Conducts special projects; analyzing, assembling, or obtaining information.
  • Maintains liaison between various groups, both public and private.
  • Make arrangements for meetings and maintains agendas and reports.
  • Coordinate budget information.
  • Triage incoming calls by determining urgency and/or taking messages.
  • Prepare charge documentation.
  • Collect demographic and fiscal dat
  • Identify insurance coverage and explaining information regarding billing procedures.


Data/ Information Management

  • Develop, design, implement, and maintain systems and tools necessary to manage, monitor and report various departmental processes, data, and information.
  • Collect, review, and input data into electronic processing system or applicatio
  • Extract data from electronic applications and systems for departmental operations and decisions.
  • Work closely with ITS to ensure systems and data compatibility and integrity where applicabl


Departmental Human Resource Functions

  • Prepare supporting materials related to employee performanc
  • Schedule meetings for disciplinary actions.
  • Coordinate recruiting/hiring for departmen
  • Maintain documentation of employee performance and hiring/firing decisions.


Provide Quality Customer Service:

  • Prioritize assisting customers above all other duties.
  • Greet customers and make efforts to create a welcoming environment for guests.
  • Questions and complaints are responded to in a timely mann



Job Requirements:

  • 2 years of experience in an administrative support function required
  • Minimum of a high school diploma, technical or post high school education preferred
  • Excellent computer skills. Experience with word processing, database and spreadsheet software programs required.
  • Experience developing and maintaining filing systems.
  • Excellent customer service abilities. Ability to establish and maintain effective working relationships with coworkers, department administrative staff, interdepartmental contacts and the general public.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to plan and organize the workflow in a busy office environment.
  • Ability to be self-directed in accomplishing the coordination and decision making responsibilities of this position. Ability to work with minimal supervision.
  • Resourceful in problem solving
  • Ability to be organized and flexible in response to changing demands. Ability to handle a high volume of work under press
  • Ability to make appropriate and timely decisions.
  • Ability to maintain information confidential in na